General Manager

Essential Duties and Responsibilities

• Oversee and manage office staff, vendors, and suppliers to achieve Association objectives as defined by the Board of Directors.
• Organize and direct all office operations, including managing schedules and ensuring efficient workflow.
• Draft and manage correspondence in line with Board policies and Homeowner Association requirements.
• Ensure adequate insurance coverage for the Association, reviewing and updating policies as necessary.
• Maintain and foster relationships with the Association’s general counsel, adhering to guidelines set by the Board.
• Review and approve employee timesheets, maintaining accurate personnel records including vacation and sick leave.

Budgeting

• Collaborate with the Board of Directors, Finance Committee, and Management Company to develop the Association’s annual operating and reserve budgets.
• Analyze and research financial data to forecast budgetary needs, identifying potential increases or decreases in specific expense and income categories.
• Provide the Board with written justifications for any changes to the budget, supported by data and historical trends.
• Monitor and review all Association budget accounts throughout the year, making adjustments as necessary to account for variances and seasonal changes.

Procurement

• Ensure proper accounting and reconciliation for work and change orders.
• Prepare and maintain a comprehensive vendor list, ensuring that each key area (e.g., carpentry, electrical, engineering, landscaping) has three vetted and qualified vendors.
• Manage vendor relationships to ensure timely and cost-effective procurement of goods and services.

Contract Relations

• Draft specifications for Requests for Proposal (RFPs) under the direction of the Board of Directors.
• Review and monitor RFPs and ensure that all proposals are reviewed by the Board before approval.
• Coincide with the Association’s general counsel to review draft bid proposals prior to Board presentation.
• Manage the approval and execution of contracts in accordance with Board specifications.

Accounting

• Review and verify journal entries via the Association’s monthly unaudited financial statements.
• Approve Association checks for invoice payments, ensuring compliance with budgetary guidelines.
• Provide monthly, quarterly, and annual financial recommendations to the Board regarding resource allocation and expenditure prioritization.
• Work with Accounts Receivable to monitor delinquent accounts, ensuring adherence to the Association’s collection process.
• Oversee the receipt and accounting of all monetary payments made to the Association for amenities and access items.

Maintenance

• Plan and schedule maintenance activities for the Association’s common areas and amenities.
• Collaborate with the Maintenance Committee to assess property conditions, gather data, and provide actionable recommendations to the Board.
• Confer with vendors and contractors to address and resolve issues related to contracted projects, following Board guidelines.
• Inspect and investigate possible unsafe vendor or contractor practices, recommending corrective actions to the Board as needed.

Personnel Management

• Pre-screen, interview, and manage the recruitment process for office positions.
• Train and supervise new and existing employees, providing guidance on performance and adherence to policies.
• Conduct annual performance appraisals, making recommendations for salary adjustments.
• Ensure all Human Resources policies are administered consistently, coordinating with the Controller as needed.

Other Duties As Assigned

• Perform additional tasks and responsibilities as required by the Board of Directors to support the Association’s goals and operations.